Clerks
- *NEW* Requests and Rosters Tool
- Substitute Accounts
- Parent Absence Requests
- Printing Report Cards
- Back to School Forms - Paper Copies
*NEW* Requests and Rosters Tool
Substitute Accounts
SPPS substitutes have various roles and access. This page summarizes steps and processes for credentials and access. For additional information about Substitute credentials, click here.
Access to Digital Tools based on Type of Substitute Assignment
Short Term Sub
- A building or traveling permanent sub, assigned to a school or group of schools
- Possibly multiple days with a single assignment, less than 15 days
- Has been assigned SPPS credentials (ie: msylva.toc@spps.org)
- Has been provided training on SPPS digital tools
Long Term Sub
- 15 days or more with a single assignment
- Has been assigned SPPS credentials (ie: msylva.toc@spps.org)
- Has been provided training on SPPS digital tools
Daily Sub, Temporary Sub
- day-to-day assignment, possible multiple days with a single assignment, less than 15 days
- Clerks assign a building generic account (ie: estem1.sub@spps.org) for access to Seesaw and Schoology
Parent Absence Requests
Parents and guardians can use the Absence Request tool to submit a request that informs the
office in advance when their student is not going to be in school. After the request is processed, an attendance record is created for the student. Access information and instructions for families to use this tool.
Printing Report Cards
Back to School Forms - Paper Copies
Clerk Newsletter
February 24 2026
Hello Lead Clerks and School Administrators:
Schools can find their Campus Support Contact here. Please reach out if you have general questions or need support. For specific issues with Infinite Campus, please submit a service ticket. By submitting a service ticket, you are ensuring that your Campus issues are prioritized, tracked, and documented.
Temporary Virtual Learning - Return to In-Person Learning
For students returning to in-person learning on Monday, March 9, the Campus virtual learning end-date is Friday, March 6, 2026. Elementary schools also need to update students' schedules. Please follow these Campus Directions for Return to In-Person Learning.
If a Virtual Homeroom section is no longer in use, please leave as is. Do not delete virtual sections and do not remove the primary teacher information.
Temporary Virtual Learning - NEW Attendance Code Reminders
AVT is the code that populates when a teacher unchecks the “participated” box. This new code fixes the problem that we were seeing where certain absence codes were being overwritten after clerks had input them.
Please review the instructions for Attendance Office Staff.
From Financial Services Department
If you haven’t already, please take time to review this memorandum about FY26 Year End Expenditures. This was shared in last week's edition of The Bridge.
Students’ whose Guardians do NOT have an Email Address
Accurate parent/guardian email addresses are a critical component for accessing Campus Parent Portal and receiving essential district communications.
Please take a moment to review the List of Students whose Guardians do not have an email for any students at your school who are impacted. Schools are encouraged to connect with these guardians to obtain an email address. Students with at least one guardian email address are not included in the list.
School clerks can update guardian email addresses in Campus under Census>Demographics. Additionally, for an updated list of students Clerks can run the ad hoc report under G_Lead Clerk - Reg School Year called “Students whose Guardians do not have an Email”.
FAST Scores In Campus!
Student Fast scores from fall and winter 2025 and last year are now Campus under Student Information>Assessments. There is an ad hoc report titled Fast Test Scores with Homeroom Teacher in the user group for Clerks, Principals, and Assistant Principals. This report includes your student’s FAST scores, student demographic info, EL and Special Education Status, and Homeroom Teacher.
Teachers can also view Fast Scores in Campus for their rosters by following these: Student Assessment Summary Report (For Teachers)
Check out the February edition of Ed Tech Insights
This monthly newsletter is your go-to source for important technology updates and resources for SPPS educators. Please share with your staff!
Reminder: Grading
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Elementary Progress Reporting Dates:
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Spring Grading Window: Monday, Feb 23 - Tuesday, March 24
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If teachers are not able to students who dropped from their class, please have them check their account settings to ensure the box is unchecked for “Show Active Students Only”
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Secondary Grade Reporting: Grades have been posted to transcripts and all grade changes must be done by a transcript editor - including updates for students who improved an 'N' by March 4th. Teachers should submit grade changes through your school's regular process by 8:00 AM on March 9th to support credit recovery programming.
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For schools without a transcript editor, grade change corrections should be added to your administrator’s Transcript Correction Template Worksheet and they submit a service ticket for the entire school.
Reminder: Back To School Forms Paper Copies
Paper copies are now available on the Campus website for clerks under Back to School Forms- paper copies. For the household form, please only give one per family. The back to school form is per student.
**Online Back to school form will close on Feb 28.***
Reminder: 26-27 Calendars and Student Enrollments (IMPORTANT!)
All 26-27 calendars are created and we rolled students to the 26-27 school year. All clerks should have access to SY26-27. If you do not have access 26-27 in Campus, please enter a service ticket. Please remember to do the following for enrollment changes:
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If a student enrolls this school year, also create a 26-27 enrollment. Before creating a 26-27 enrollment at your school, check if the student has a 26-27 enrollment at another SPPS school. If they do, please contact the Student Placement Center.
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If a student leaves this year, remove the 26-27 enrollment using the “Missing Student Report 2026 2027” (found under External Links in Campus). Please enter a comment on where the student went. (Example: Student moved to Minneapolis). Only one person at your school should have access to the Missing Student Report.
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To find students who do not have a 26-27 enrollment for your school you can run the Enrollment Loss Report (found under Student Information > Reports). This report lists situations where a student who is currently enrolled does not have a 26-27 enrollment at your school. Students who are moving to the next school level are not considered a loss for this report.
Please forward this email to any other clerks in your building who should know this information as well.
Thank You!
The Campus Team
February 4, 2026
Hello Lead Clerks and School Administrators:
Schools can find their Campus Support Contact here. Please reach out if you have general questions or need support. For specific issues with Infinite Campus, please submit a service ticket. By submitting a service ticket, you are ensuring that your Campus issues are prioritized, tracked, and documented.
Temporary Virtual Learning
Per the last Principal Playbook, SPPS is now using a 3-week review cycle for students returning to in-person learning, and the standard next return date is February 17 (No school 2/16).
School Administrators and Clerks are responsible for BOTH Campus Tasks:
Task 1: End-Dating Virtual Learning
Task 2: Changing K-5 Student Schedules
Again, for Elementary Administrators and Clerk there are two tasks for students returning to in-person learning.
Please follow these Campus Directions for Return to In-Person Learning. Additionally, several ad hoc reports about Temporary Virtual Learning are available to Lead Clerk and Administrators. Details are available here.
26-27 Calendars and Student Enrollments (IMPORTANT!)
All 26-27 calendars are created, and we rolled students to the 26-27 school year. All clerks should have access to SY26-27. If you do not have access to 26-27 in Campus, please enter a service ticket. Please remember to do the following for enrollment changes:
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If a student enrolls this school year, also create a 26-27 enrollment. Before creating a 26-27 enrollment at your school, check if the student has a 26-27 enrollment at another SPPS school. If they do, please contact the Student Placement Center.
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If a student leaves this year, remove the 26-27 enrollment using the “Missing Student Report 2026 2027” (found under External Links in Campus). Please enter a comment where the student went. (Example: Student moved to Minneapolis). Only one person at your school should have access to the Missing Student Report.
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To find students who do not have a 26-27 enrollment for your school you can run the Enrollment Loss Report (found under Student Information > Reports). This report lists situations where a student who is currently enrolled does not have a 26-27 enrollment at your school. Students who are moving to the next school level are not considered a loss for this report.
Absence Request Processing Module Update
Details can be found here. When processing Check Ins/Outs, the system will now not fill in all previous/following periods to allow more granular control over attendance codes.
26-27 Missing Student Report
The 26-27 missing student report is now available. Only one person per school, usually the lead clerk, should have access to this report. You will need access to the 26-27 calendar so please put a ticket in for who should have access to the missing student report for your building or needs access to the 26-27 school year if that person doesn’t already have access.
Back To School Forms Paper Copies
Paper copies are now available on the Campus website for clerks under Back to School Forms- paper copies. For the household form, please only give one per family. The back to school form is per student.
FAST Scores Coming
Student Fast scores from fall 2025 and the past 5 years will be added to Campus in the coming weeks. This data will be held under Student Information>Assessments. Once data is imported, the Campus Team plans to add ad hoc reports to user groups include, Principals, Assistant Principals, Clerks, etc.
Feel free to share this resource for teachers on how to view data for their rosters: Student Assessment Summary Report (For Teachers)
Grading
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The Secondary Grade Reporting Timeline has been updated for Quarter 2 grading.
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Teachers must post by Wednesday, February 4th at 8:00pm
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Clean up for Administrators and Registrars end on Thursday, February 19
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Campus Team Posts to Transcripts on Friday, February 20 at 8:00 am. After this, all grade changes must be done by a transcript editor.
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Elementary Progress Reporting Dates:
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Spring Grading Window: Monday, Feb 23 - Tuesday, March 24
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Check out the January edition of Ed Tech Insights
This monthly newsletter is your go-to source for important technology updates and resources for SPPS educators. Please share with your staff!
Reminder: Families may call their schools for assistance with sharing student numbers and passwords to log into Clever, finding Google Meet links in Seesaw, etc. If the school admins and/or educators can’t fix the issue, please do the following:
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Submit a ticket on the family's behalf, including details like student ID, iPad asset tag OR
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Transfer them directly to the technology phone support: 651-603-4357.
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If a family reports that this lock screen (see image) is not on the iPad and they have tried connecting to Wi-Fi, OR there are “no apps” on the home screen, complete the “Temporary Virtual Support” ticket to get a different iPad.
There are family-oriented help guides available at spps.org/iPadhelp and the spps.org/families webpage, including instructions on Google Meet, Seesaw, Schoology, etc.
If a student needs an iPad, charger, or hotspot delivered, please complete a “Temporary Virtual Support” ticket or call the Service Desk at 651-603-4357.
Reminders:
Media Release from B2S Forms- How to access report
How to access report in Campus: Reporting...Ad Hoc Reporting....Filter Designer...G_Lead Clerk- Reg
School Year...Student Media Release...Test...Export to Excel
*There must be a date in the Date Submitted column.
Please forward this email to any other clerks in your building who should know this information as well.
Thank You!
The Campus Team
November 17, 2026
Hello Lead Clerks and School Administrators:
Please review the brief updates and reminders below.
Updates:
Missing Student Report
The 2025-2026 Missing Student Report has closed for the school year. If you need a student’s primary enrollment removed, please email marss@spps.org.
Student AD Accounts
A nightly process identifies new students 2 days before their enrollment starts in an SPPS public school. A username and password are created in Campus and should be viewable in Teacher Activities. An Active Directory account is created for the student the following day. Accounts for 3rd party applications should be created by the next day, so new student accounts should be ready to go when their enrollment starts. From start to finish, a student account normally takes about 2 days to be created.
Back to School Forms
Please stress to families that they can and should complete the Back to School Forms online as it is the more efficient and environmentally friendly way to gather data from families. Schools should continue supporting families with their forms at upcoming events, like conferences. The online forms will be open through the end of February and paper copies will be available in January. Paper copies should only be used as a last resort
Check out the November edition of Ed Tech Insights
This monthly newsletter is your go-to source for important technology updates and resources for SPPS educators. This month’s edition features Quarter 2 grade setup reminders, messaging tools on Infinite Campus, and time-saving tools like Google Gemini and Seesaw's latest ready-to-use collections! Please feel free to share with your staff!
Deleting Address on Households
The issue preventing staff from being able to remove an address from a household should be fixed by next Wednesday, November 19th. For now, please continue end-dating addresses entered in error.
Hall Pass Update (For schools currently utilizing Infinite Campus's Hall Pass tool)
We recently updated the version of Hall Pass within Infinite Campus to include some new features they had released (including School wide pass limits), however the update came with a glitch that causes an error when a student attempts to start a pass, and also in the "Student Hall Pass Lookup" - for staff attempting to start a pass or end Hall Passes from the Hall Monitor Grid. Currently, staff can only start or end passes from the "Teacher Hall Pass View".
We are working with Infinite Campus on taking a patched version and the issue to be fixed by mid-next week. We apologize for the inconvenience and appreciate your patience.
New Look Updates
Infinite Campus is continuing to update their visual interface for several tools, and each month you might notice slight updates. Upcoming visual “enhancements” include:
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Section Information Tool (used by schedulers)
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Teacher Attendance Tool (used by all teachers)
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Gradebook Categories(viewable for secondary teachers)
Reminders:
Ad Hoc Report Reminders
Below are a few very popular pre-made reports available in the Data Export Tool. Access to these reports is role specific. If you need help locating these reports or have a great idea for a new report, please reach out to your Campus Support Person or submit a service ticket.
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iUpdate by homeroom NOT COMPLETE
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iUpdate - PBIS Opt-out (grades 3-12)
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1 New Address Clean up
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FRAM - FR Meal App Not Completed
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Media Release
Elementary Progress Reports:
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Spring Grading Window: Monday, Feb 23 - Tuesday, March 24
Parent Absence Requests IS AVAILABLE!
The Absence Request feature in Infinite Campus allows families to submit absence requests directly through their Campus Parent Portal account, eliminating the need for them to call the school. This ensures complete information is captured upfront and simplifies data entry for your front office staff.
Action Items:
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Activate the Tool: If you haven't already, please submit a service ticket to enable the Campus Parent Absence Request feature for your school and schedule a brief training for front office staff members. Instructions for Attendance Processing in Campus
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New!! Communicate to Families - translation now available: Use the ready-made resources in our new Family Communication Kit to easily share this new option with your community. All materials are available in English, Spanish, Karen, Hmong, and Somali to support your families. Families can also be directed to the updated Absence Request section of the Campus Parent Website.
Secondary: Dropped Students - Remove scheduled courses in future quarters
Students with an enrollment end-date should not have future schedules, unless a section is scheduled over current and future quarters. Removing future courses prevents final grades from being posted for students who withdrew before the term started. Please review inactive students at your school to make sure their schedule is empty for future terms.
Example: Section is scheduled over current and future quarters are removed automatically from future term.
Enrollments:
Students who do not show up on their start date can remain active for 3 days. If they show up on day 2 or 3 and there was no excused absence (illness, funeral, etc) then the clerk should adjust the start date on their enrollment AND schedule to reflect the first day they attended school. Adjusting the start date on both the enrollment and schedule ensures accurate membership and attendance records.
15 Day Drop Reminder
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We should only use the 15-day drop when we don’t know where the child has gone.
When a child stops showing up at your school, if you do not receive a records request from the new school, or you don’t receive information from the parent where they are transferring…then count out 15 absences total. After 15 consecutive absences, mark the 15th day with end date and end-status code 14 (15-day drop). Also, we can ONLY use 15 days absent or less. Not more than 15 days. It’s a state law.
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If you know where the student transferred, to use the last-day they attended with you as the end date and use the proper end-status code for the situation (example, 04=moved to another district, 03=transferred to approved non-public school, 05=moved out of state, etc.). You should also indicate in the end-comments of enrollment where the child has transferred to. This helps us track our residents.
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If you have any questions about the 15-day drop, please contact the SAM Team, Placement Center, or the MARSS team (marss@spps.org) and they will be happy to work with your school to resolve any issues and questions.
Please forward this email to any other clerks in your building who should know this information as well.
Thank You!
The Campus Team
October 15, 2025
Hello Lead Clerks and School Administrators:
Please review the Campus and Schoology updates below. Please forward this email to other clerical staff in your school.
**Reminder: Infinite Campus Planned Outage October 16 & 17 (MEA)**
Infinite Campus student and parent portal will be inaccessible on October 16th and 17th (MEA) in order to update several back end databases. Other tools such as Schoology, Seesaw and Clever will not be impacted. This update is required for security and performance of the platform as a whole. Please plan accordingly for any work in Infinite Campus during this time.
Requests and Rosters
Requests and Rosters have been turned off. Please use the walk-in scheduler for rostering additions and changes. Schools still needing to bulk roster EL students and wanting to use the Request and Roster Tool can submit a service ticket for temporary access.
Absence Requests in Infinite Campus
The Absence Request feature in Infinite Campus allows families to submit absence requests directly through their Campus Parent Portal account, eliminating the need for them to call the school. This ensures complete information is captured upfront and simplifies data entry for your front office staff.
Action Items:
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Activate the Tool: If you haven't already, please submit a service ticket to enable the Campus Parent Absence Request feature for your school and schedule a brief training for front office staff members.
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New!! Communicate to Families - translations now available: Use the ready-made resources in our new Family Communication Kit to easily share this new feature with your school community. Families can also be directed to the updated Absence Request section of the Campus Parent Website.
Communication Kit: This kit includes print-ready flyers and detailed directions documents that you can post, distribute at upcoming conferences, or share digitally. All materials are available in English, Spanish, Karen, Hmong, and Somali to support your families.
Call for Secondary Course Proposals - Important Dates
To ensure new courses are approved in a timely fashion for student course registration, now is the time for teachers and schools to consider new offerings that support student achievement. Secondary Educators interested in proposing a new course are strongly encouraged to connect early with their school colleagues, Principals, and district curriculum leads.
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Friday, December 12th, 2025 is the deadline to submit a proposal for a new course. Details about the process and resources can be found on the Campus Team’s website.
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Thursday, December 19, 2025 is the deadline for District Departments to approve new courses and communicate changes to existing courses with the Campus Team.
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Monday, January 12th, 2026 is when the updated 2025-2026 Course Catalog will be available for schools and staff.
This timeline and process provides time for teachers and schools to work with their current students and consider learning opportunities aligned with our shared mission: Think Critically. Pursue Your Dreams. Change the World.
Additionally, this process for communication and collaboration means new courses are equally available during student registration and the curriculum is of the highest quality.
Please forward this email to any other clerks in your building who should know this information as well.
Thank You!
The Campus Team
August 12 2025
Hello Lead Clerks and School Administrators:
Please review the Campus and Schoology updates below. Please forward this email to other clerical staff in your school.
Scheduling Reminders:
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Run the Gap Scheduler regularly to find students who need to be scheduled
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Use the Missing Student Report 25 26 SY (“How To” Slides) as soon as you know a student is not coming. By the third day of school, students who have never attended must be removed by using the missing student report. Keep in mind that PK/KG and Early Ed Students have a later start date of 9/4.
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Elementary Schools - Clerks that still need to roster students for 25-26 that need help with the new Requests and Rosters tool can get support via the Academic Services Support Booking Page between 8/4-8/29.
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School schedules must be completed before the Schoology/Clever transfer on Friday, August 15th at 4pm. Additional information was emailed to secondary scheduling teams.
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Secondary Schools - Special Schedule Guidance: If your school will be using a special schedule for opening week or another time during the school year, use this document to make sure attendance is accurately recorded.
Back-to-School Forms
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Approximately 5600 families have completed their Back to School Forms! Please continue to encourage families to complete their forms by Friday, August 15 to ensure their students receive accurate information transportation the first day of school. Click here for a printable flyer to post in your school’s office.
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Families can learn more about Back-to-School forms, and recover/reset their login information by going to spps.org/families and clicking on “Back-to-School Forms”.
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In-person family support is available on Thursday, August 14 at Como Senior High School from 4-7 pm. Please encourage your families to attend. Interpreters and technology support will be available.
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With staff now back in the school buildings, Families should contact their school for Back to School Forms support. The Family Support Line will turn those calls back to the schools. Schools will support parent/guardians with:
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Clerks can use the “Guardian Password Reset Tool” to assist parents who cannot login. (“How to” Slides)
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Resolving Census issues in Campus (Household setup/update and enrollment questions)
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If a family has already completed their Back to School forms, School Clerks can update contact information, households, and addresses.
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Please submit tickets if you need assistance or have questions about how to make census changes.
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Other Reminders:
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All Teachers and school staff will be given Campus access to 25-26 on Monday, August 18.
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Campus Student and Campus Parent portal will be opened Monday, August 25th for families to view schedules and transportation. Service Tickets are required if schools choose to open the portals on a different day.
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Adding Staff to your School:
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NEW to SPPS
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We will automatically create their Campus account (no ticket needed). New staff can complete this form after they have their Active Directory account created.
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Internal Transfer or Rehire
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Submit a service ticket only for staff who are moving buildings, rehired, or that you need removed from your dropdown. In your ticket please include their:
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First and Last Name
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Employee ID
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Role
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Department (if applicable)
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If you are aware if they’re split between multiple buildings
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Campus New Look Tips & Tricks
Updates and Resources:
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A Back to School Tech Guide has been created for educators, offering key updates and resources for platforms like Campus, Seesaw, and Schoology, plus important information on Artificial Intelligence in SPPS. Please share this valuable guide with your staff. Many other helpful tech resources for staff can be found on the new Technology Services Staff website here.
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A revised Schoology / Campus grade sync website is now available for educators, with video tutorials and information for linked sections and other troubleshooting tips. Administrators: consider allocating time for gradebook sync setup for staff, using the resources on the website.
Schoology Staff Courses and Groups
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For schools that previously used a Schoology staff course, a new section has been created for this school year. If your school utilized a Schoology group, it remains active. If you haven’t previously utilized a staff group or course and are interested in setting one up, please submit a Schoology service request.
iPads and Headphone Reminders
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iPads and charging carts were delivered to your building on pallets by SPPS Facilities teams the week of July 21. Please ensure the carts are securely stored for use this fall. Review the student and staff iPad handout guides linked here to plan for student/staff iPad handout.
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New Apple iPads do not have a 3.5 mm headphone jack. Any current headphones will need a USB-C to 3.5 mm Headphone Jack Adapter ($9 each, available for purchase in eProcurement in the catalog under Technology Services) next year OR new USB-C compatible headphones will need to be purchased.
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In SY 25-26 schools will receive an enrollment-based allocation of replacement iPad chargers and blocks from Technology Services. Schools should continue to replace intentionally damaged iPad cases through site-based budgets for the remainder of this school year.
Phone Replacement / Zoom Calling
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All school sites that are not currently under construction should have their phone systems swapped out by 8/15. Construction sites will be updated as sites come back online.
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Inbound call tree overview slide deck. Check back often as we will continue to update FAQs in this slide deck. Training Videos and handouts are linked here.
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“Open office hours” are each Friday at 1:30pm. Follow this link to join the meeting. https://tcsny-net.zoom.us/j/99161951487?pwd=AVVYqdD7ZbGdjjgoiAA9u1jU3bjzrH.1&from=addon
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Live online training opportunities will take place 8/27 at 9am and 8/29 at 2:30pm. Watch for emailed invitations to follow.
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For specific questions about phones, please submit a Technology Services ticket.
Please forward this email to any other clerks in your building who should know this information as well.
Thank You!
The Campus Team
